OfficeMate 10.5 Enhancements

OfficeMate 10.5.23 Enhancements 

NOTE 

This document is intended for clients who are already using 

OfficeMate/ExamWRITER version 10.5 and who are upgrading to this 

latest build to be able to process claims in the ANSI 5010 format, 

participate in the VSP Private Label Unity Shared SAvings (PLUSS) 

program, and better understand VSP contact lens benefits in 2012. If 

you are upgrading from any other version, refer to the enhancements 

document that best suits your situation. 

In this document: 

• ANSI 5010, 3 

• VSP Private Label Unity Shared Savings (PLUSS), 6 

• VSP Contact Lens Benefits, 7 

For more detailed 

information on how 

to use the new 

features in 

OfficeMate 10.5, see 

the OfficeMate User’s 

Guide and schedule 

additional training 

with OMU. 

Eyefinity announces the newest version of OfficeMate! In addition to resolving 

known issues in previous versions of OfficeMate, this updated version improves 

upon OfficeMate’s robust attributes and offers useful new features and expanded 

functionality. For additional information on OfficeMate features, training, and 

integration with ExamWRITER, contact Eyefinity at www.officemate.net or 

800.942.5353. 

® 

OfficeMate 10.5.23 Enhancements 1


NOTES • OfficeMate 10.5 requires the following system specifications: 

Windows ® 7 Professional, Windows 7 Ultimate, 

Windows Vista SP1 or higher, or Windows XP Professional. 

4 GB RAM on the server, 3 GB or higher on workstations 

running Windows 7 and Windows Vista or 2 GB or higher on 

workstations running Windows XP. 

1280 × 1024 monitor and video adapter screen resolution. 

For a complete list of system specifications, go to 

www.officemate.net/PDFs/System Specifications.pdf. 

• If you are upgrading from OfficeMate v10 or below to v10.5, 

ensure that you have read the OfficeMate 4.6, 4.8, 5.0, 6.4, 7.0/ 

7.1, 7.2/7.3/7.4, 8.0, 9.0, 9.5, and 10.0 Enhancement documents 

located at www.officemate.net/support_om_resources.aspx. In 

order for you to understand and use all of the new features that 

were implemented in each OfficeMate version, you must read 

each version’s enhancement list. 

• If you are upgrading from OfficeMate Enterprise v2 or below to 

OfficeMate v10.5, ensure that you have read the OfficeMate 9.5 

Enhancement and OfficeMate 10.0 Enhancement documents 

located at www.officemate.net/support_ent20_resources.aspx 

and the OfficeMate 9.0 Enhancements for OfficeMate Enterprise 

Users document located at www.officemate.net/ 

support_om_resources.aspx. In order for you to understand and 

use all of the new features that were implemented in each 

OfficeMate version, you must read each version’s enhancement 

list. 

• This document was last updated on December 14, 2011. This 

document is subject to change at any time without notice. 

2 OfficeMate 10.5.23 Enhancements


ANSI 5010 

ANSI 5010 

The U.S. Department of Health and Human Services has mandated that all 

HIPAA-covered entities must upgrade their existing electronic data interchange 

(EDI) transactions from the 4010 version to the 5010 version by January 1, 2012. 

This means that the insurance claims that you submit electronically must adhere 

to the new 5010 format. 

OfficeMate allows you to continue to send claims in the ANSI 4010 format until 

your clearinghouse is ready to receive claims in the new 5010 format. The 

following changes have been made to OfficeMate to enable you to successfully 

submit claims in the new ANSI 5010 format: 

• Per HIPAA standards, the Location Maintenance window requires that 

You include a full nine-digit ZIP code instead of the previous five-digit 

format. 

You use a physical mailing address; post office boxes are no longer 

allowed for a billing address. 

• Ability to convert your existing claims and activate the ANSI 5010 claim 

format. 

NOTES • Ensure that all your clearinghouses are prepared to receive 

claims in the ANSI 5010 format before proceeding. 

• If your clearinghouses are not ready to receive claims in the 

ANSI 5010 format, do not proceed with these instructions, 

but rather continue to send claims in the 4010 format. 

• Once you convert your OfficeMate claims and activate the 

ANSI 5010 format, you cannot go back to the 4010 format. 

To convert your claims and activate the ANSI 5010 format, open OfficeMate 

Administration, click Setup, select Third Party Setup, click the Options 

tab, click Convert 4010 to 5010. 



ANSI 5010 

• In addition to the format changes, the 5010 requirements also changed the 

requirements for some of the qualifiers used in insurance claims. If you had 

previously selected a qualifier that has been discontinued, your selection is 

now blank on the CMS 1500 form. The blank qualifiers will cause errors in 

the Third Party Processing window. 

NOTE 

Since the Third Party Processing window explains the nature of 

the errors, you can correct them as they occur, or you can refer 

to the information in this section to protectively find and replace 

discontinued modifiers. Once the discontinued modifiers have 

been replaced, you may need to refresh the claims in the Third 

Party Processing window before processing. 

 

Review the qualifiers in the following table. If if you used qualifiers that 

do not appear in the table, the fields indicated are blank after switching 

to the ANSI 5010 format.Select new qualifiers as needed. 

Window Field Available Qualifiers 

Location 

Maintenance 

Resource Setup, 

Referring Dr tab 

Qualifier (32b) 

drop-down menu 

Qualifier (Box 17a) 


• Location Number 

• Provider Commercial 

Number 

• State License Number 


Number 

• Provider UPIN 

Number 


Patient 

Demographic, 

Insurance tab, Add’l 

Info 

Qualifier (Box 32b) • Location Number 


Number 




ANSI 5010 

 

Review the qualifiers in the following table. The fields indicated are only 

used to override the default values on the insurance claim. If if you used 

qualifiers that do not appear in the table to override the values on claims, 

the fields indicated have reverted back to their original values after 

switching to the ANSI 5010 format. Select new qualifiers as needed. 

Window Field Available Qualifiers 

Fee Slip Line Add’l 

Data 

CMS 1500 form 

CMS 1500 form 

Note Reference 


Box 24J drop-down 

menu 

Box 33b drop-down 

menu 

• Additional Information 

• Goals, rehab, 

Potential/Discharge 

Plans 


• Provider UPIN 

Number 


Number 

• Employer’s 

Identification Number 

• Social Security 

Number 



VSP Private Label Unity Shared Savings (PLUSS) 

VSP Private 

Label Unity 

Shared 

Savings 

(PLUSS) 

Beginning on January 1, 2012, you can participate in the VSP Private Label Unity 

Shared Savings (PLUSS) program and increase your net revenue while lowering 

your material costs. When you dispense a UNITY PLx progressive lens, UNITY 

performance coating, or Transitions lens treatment, you will receive an additional 

reimbursement of up to $25 per VSP patient order. 

In order to receive additional reimbursement through the PLUSS program, you 

must first add the UNITY performance coating products to OfficeMate. Download 

the most up-to-date VSP list and then use the Lens Product Loader to import the 

products into your OfficeMate database. 

After you add the coatings to your OfficeMate database, you can begin selling 

them and receiving additional reimbursement through the PLUSS program. To see 

your PLUSS savings, download ERA files with the new coatings and view the new 

coatings in the claim details. If you do not receive electronic remittance files, you 

can view your savings on the printed remittance document that you receive with 

your remittance check in the mail. Note the new Unity Savings code(s) and 

payment(s) in the claim detail’s payment remittance information. 

Description Code 

US 

UA 

UD 

UI 

Definition 

Service eligible for UNITY savings 

Adjustment to pay UNITY savings 

Adjustment to reverse UNITY savings 

Total UNITY savings paid 



VSP Contact Lens Benefits 

VSP Contact 

Lens Benefits 

Beginning on January 1, 2012, the VSP Contact Lens Care Program will be 

eliminated. In addition, the contact lens fitting and examination benefits for some 

plans and groups will be separated from the material benefits. Although not all 

plans and groups are included in the contact lens fitting and examination change, 

additional plans and groups will be added in the future. 

NOTES • If you submit an insurance claim for a patient using VSP Contact 

Lens Care Program and the date of service on the insurance claim 

after December 31, 2011, you will receive an error indicating that 

the contact lens reason is no longer valid for the date of service. 

• The Reason drop-down menu in the Soft Lens Order and Hard 

Lens Order windows will now default to Not Qualified for Contact 

Lens Care Program instead of a blank reason since the majority of 

contact lens insurance claims will not qualify for the program. 

The Carrier window that displays authorization and eligibility information for a 

patient includes the following new features: 

• New Fit & Eval. field that displays the contact lens fitting and evaluation 

copay 

• A reminder to view the VSP Patient Record Report for complete details 

related to the authorization.

OfficeMate 10.5 Enhancements

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